Administrative Assistant

Hoffman Construction Co of America; Portland (OR); On-site; USD 50,000 - 65,000; Full time

Job summary

Hoffman Construction Co of America seeks an Administrative Assistant for the Hoffman Equipment Yard in Portland, OR. This in-office role reports to the Equipment Yard Office Manager and collaborates with internal and external partners to support a wide range of Hoffman projects.

The position requires a High School Diploma or GED, with an Associate’s degree preferred. Strong MS Office and familiarity with JD Edwards EnterpriseOne are desired, along with excellent communication and organizational

Qualifications

• High School Diploma or GED required.
• Associate’s degree in Business, Accounting, or equivalent work experience preferred.
• 2+ years of experience in rental operations, warehouse management, and/or facilities management preferred.

Responsibilities

• Maintain all Hoffman Yard Facilities and manage its operations.
• Ensure equipment and materials are well-maintained and ready on site deliveries.
• Negotiate purchase and rental agreements with suppliers.
• Perform annual audits of rental rates.
• Review, audit, and distribute rental invoices.
• Assess damages and coordinate repairs with project sites.
• Evaluate purchases based on price, maintenance, and lifespan for ROI.
• Other duties as assigned.

Skills

Microsoft Office 365

Bluebeam

JD Edwards

Strong communication

Organizational skills

Education

High School Diploma or GED

Associate’s degree in Business (preferred)

Tools

JD Edwards EnterpriseOne

Bluebeam

Windows OS

Job description

The Administrative Assistant at the Hoffman Equipment Yard is pivotal in maintaining the seamless operation of the yard's activities. The Administrative Assistant will report directly to the Equipment Yard Office Manager and will collaborate with internal and external partners. They will own a wide array of administrative and clerical duties and will be engaged in a variety of tasks that are crucial in supporting a broad range of Hoffman Construction projects and activities. To support the on-site team, and day-to-day operations, this position will be fully in-office. This role is designed for someone who thrives in a dynamic setting and is driven to contribute to the effectiveness and efficiency of the team.

Salary Range:$50,000 - $65,000

Essential Responsibilities:

• Maintain all Hoffman Yard Facilities and manage its operations.
• Ensure that all equipment and materials are well-maintained and in good working order when assets are delivered to each project site.
• Negotiate effective purchase and rental agreements with various equipment and material suppliers.
• Perform annual audits of rental rates.
• Review, audit, and distribute equipment rental invoices.
• Provide assessment of damages and assign any repairs necessary to the appropriate project site.
• Evaluate proposed equipment/material purchases based on price, maintenance costs, remaining lifespan of items and rental rate to determine an acceptable rate of return for each purchased item.
• Other duties as assigned.

QUALIFICATIONS

Education:

• High School Diploma or GED required.
• Associate’s degree in Business, Accounting, or equivalent degree and/or equivalent work experience required.

Professional Experience:

• At least two (2) years of experience in rental operations, warehouse management, and/or facilities management preferred.

Position Related Skills:

• Proficient inWindows and Microsoft Office 365 (Excel, Word, Outlook, Power Point and Teams) and have a general understanding of working within a computer network.
• Working knowledge in Bluebeam preferred.
• Working knowledge of accounting software JD Edwards Enterprise One preferred.
• Demonstrate a thorough understanding of all aspects of construction tools, equipment, materials, and warehouse facilities.
• Demonstrate a thorough understanding of the Department of Transportation Regulations for the areas that business will be conducted, and project sites are located.
• Experience with management of equipment rental operations.
• Highly developed visual observation and interpretation skills.
• Ability to work well and maintain a cooperative attitude through high-pressure situations.
• Excellent time-management skills and ability to multi-task and prioritize work while frequently interrupted by phone calls and questions on work in progress.
• Excellent written and oral communication skills with an ability to develop strong interpersonal relationships.
• Ability to work well in a large professional setting. Patience and professionalism are essential.
• Must be a strong team player with the ability to collaborate with various personnel within and across departments and at all levels of leadership.
• Work schedule must be flexible to allow extended hours or off-shift work to accommodate changing construction schedule and sequences.

Physical and Mental Requirements:

• Standing/Walking/Sitting:Workday is a combination of being stationary and moving about the work location. Up to 75% of the workday is spent outdoors navigating construction sites.
• Must be able to climb ladders/stairs: Must be able to ascend and descend ladders, scaffolds, stairs, and work in confined spaces.
• Hands/Arms: Constantly uses machinery and other tools to operate, activate, use, prepare, inspect, place, detect, and position materials.
• Sight: Specific vision abilities include close vision, depth perception, and the ability to adjust focus in an outdoor environment.Must be able to; visually inspect work, look for small defects, and small parts, and/or operate machines (including inspection); use measurement devices; and/or assemble or fabricate parts. Must be able to safely operate a vehicle with a valid driver's license.
• Hearing:sufficientto hear conversational levels in person and over the telephone andradio; sufficient to hear alarms on equipment
• Speech:sufficientto make oneself heard in person, speak in front of groups, and be understood over the telephone and radio.
• Lift/Carry: Must have the ability to lift or manipulate 25 pounds and carry or push it 50-100 Feet.
• Bending/Twisting: Regularly
• Kneeling/Crouching/Crawling: Regularly
• Constant mental alertness, accuracy, and attention to detail required.
• Must be able to work independently, make decisions, and follow through on all assignments.
• Must be able to plan and organize work.